Editing process

A four-phase editing process for refining UX text - purposeful, concise, conversational, and clear.

Edit UX text systematically using a four-phase process. Each phase focuses on one quality standard, making it easier to improve your copy iteratively.

Always edit in order: Purposeful → Concise → Conversational → Clear. Each phase builds on the previous one.

Overview

The editing process applies the four quality standards in sequence:

1. Phase 1: Purposeful

   Does this text help the user or business achieve goals?

2. Phase 2: Concise

   Can I say this in fewer words without losing meaning?

3. Phase 3: Conversational

   Would I say this out loud to someone?

4. Phase 4: Clear

   Is the meaning unambiguous and easy to understand?

Phase 1: Purposeful

Goal: Ensure every piece of text serves a clear purpose

Questions to ask

Does this text help the user achieve their goal?

Focus on user value, not company messaging.

Example:

• ❌ “We’re excited to have you!”
• ✅ “Connect your bank to see spending insights”

The first is about the company. The second tells users what they’ll accomplish.

Does this text serve business objectives?

Consider whether the text drives business goals (conversions, engagement, retention).

Example:

• ❌ “You can upgrade if you want”
• ✅ “Upgrade to unlock unlimited projects”

The second clearly communicates the value of upgrading.

Is the value to the user clear?

Users should immediately understand what they gain.

Example:

• ❌ “Enable notifications”
• ✅ “Get notified when orders ship. Enable notifications.”

Leading with user benefit makes the request purposeful.

Are user concerns anticipated and addressed?

Address potential questions or worries proactively.

Example:

• ❌ “Enter your credit card”
• ✅ “Enter your credit card. We use bank-level encryption to protect your data.”

Addressing security concerns reduces friction.

Action items

Remove text that doesn’t serve user or business goals

Lead with user benefits, not features

Address potential user concerns proactively

Ensure every sentence has a clear purpose

Phase 2: Concise

Goal: Use the fewest words possible without losing meaning

Questions to ask

Can I remove unnecessary words?

Every word must earn its space.

Example:

• ❌ “In order to save your changes, please click the button below”
• ✅ “Save changes”

Cut filler words like “in order to”, “please”, and redundant instructions.

Can I combine redundant information?

Look for repeated concepts or overlapping messages.

Example:

• ❌ “Your password must be at least 8 characters long. Use 8 or more characters.”
• ✅ “Password must be at least 8 characters”

Is every word earning its space?

Challenge each word - what purpose does it serve?

Example:

• ❌ “We need you to confirm your email address”
• ✅ “Confirm your email”

“We need you to” adds no value.

Am I front-loading important concepts?

Put the most important information first.

Example:

• ❌ “You need to have at least 8 characters for your password”
• ✅ “Password must be at least 8 characters”

Lead with the requirement, not the preamble.

Benchmarks

Use these targets to guide conciseness:

Content type	Target length
Buttons/CTAs	2-4 words ideal, 6 maximum
Titles	3-6 words, 40 characters max
Error messages	12-18 words (including solution)
Instructions	14-20 words
Body copy	15-20 words per sentence

For maximum comprehension: 8 words = 100% comprehension, 14 words = 90% comprehension

Action items

Remove filler words (“in order to”, “please”, “just”)

Cut redundant phrases

Front-load important information

Check word count against benchmarks

Phase 3: Conversational

Goal: Make text sound natural and human, not robotic

Questions to ask

Would I say this out loud?

Read your text aloud. If it sounds unnatural, rewrite it.

Example:

• ❌ “An error has occurred during the processing of your request”
• ✅ “We couldn’t process your request”

The second sounds like something a human would say.

Should I use active or passive voice?

Use active voice 85% of the time for more direct, natural language.

Example:

• ❌ Passive: “Your account has been updated”
• ✅ Active: “We updated your account”

When passive is acceptable:

• Actor is unknown: “Your order was shipped”
• Actor is unimportant: “Your file was saved”

Am I including natural connecting words?

Articles (“the”, “a”) and prepositions make text more conversational.

Example:

• ❌ “Update required. Install latest version.”
• ✅ “Update required. Install the latest version to continue.”

Adding “the” and “to continue” makes it sound natural.

Am I avoiding corporate jargon?

Replace business-speak with everyday language.

Example:

• ❌ “Leverage our platform to optimize your workflow”
• ✅ “Use our tools to work faster”

Action items

Read text aloud - rewrite anything that sounds unnatural

Convert passive voice to active (unless passive is clearer)

Add natural connecting words where needed

Replace jargon with everyday language

Phase 4: Clear

Goal: Ensure meaning is unambiguous and easy to understand

Questions to ask

Am I using specific, accurate verbs?

Choose verbs that precisely describe the action.

Example:

• ❌ “Remove account” (temporary or permanent?)
• ✅ “Delete account” (clearly permanent)

Specific verbs eliminate ambiguity.

Is my terminology consistent?

Use the same word for the same concept throughout.

Example:

• ❌ Using “remove”, “delete”, and “erase” interchangeably
• ✅ Always using “delete” for permanent removal

Is the reading level appropriate?

Target 7th-8th grade for general audiences, 9th-10th for professional tools.

Example:

• ❌ “Utilize this functionality to expedite workflow efficiency”
• ✅ “Use this feature to work faster”

Simpler language is clearer for everyone.

Is the meaning unambiguous?

Could this be interpreted multiple ways?

Example:

• ❌ “Submit” (submit what?)
• ✅ “Submit application”

Adding the object removes ambiguity.

Reading level guidelines

Audience	Target level	Flesch-Kincaid
General public	7th-8th grade	60-70
Professional tools	9th-10th grade	50-60
Technical products	10th-11th grade	40-50

Use tools like Hemingway Editor, Readable.com, or Microsoft Word’s built-in Flesch-Kincaid scoring to test readability.

Action items

Replace vague verbs with specific ones

Ensure consistent terminology throughout

Test reading level with readability tools

Remove ambiguous phrasing

Complete example

Here’s the editing process applied to a real example:

Original

“In order to proceed with the activation of your new account, we kindly request that you please take a moment to verify your email address by clicking on the link that has been sent to the email address you provided during the registration process.”

Phase 1: Purposeful

Question: What’s the user goal? (Activate their account)
Question: What’s the business goal? (Verify email for security)

“Verify your email address to activate your account. Click the link we sent to [email].”

Phase 2: Concise

Remove: “take a moment”, “that has been sent”, “you provided during registration”
Front-load: Start with the action

“Verify your email to activate your account. Click the link we sent you.”

Phase 3: Conversational

Active voice: “We sent” instead of “has been sent”
Natural: Remove overly formal language

“Confirm your email to activate your account. Click the link we sent you.”

Phase 4: Clear

Specific verb: “Confirm” is clearer than “verify”
Unambiguous: Added clarity about where to find the link

“Confirm your email to activate your account. Check your inbox for a link.”

Result: 67 words reduced to 12 words. Clear, actionable, conversational.

Quick reference

Phase 1: Purposeful

• Serves user goals?
• Serves business goals?
• Value clear?
• Concerns addressed?

Phase 2: Concise

• Remove unnecessary words?
• Combine redundant info?
• Every word earns space?
• Front-load important concepts?

Phase 3: Conversational

• Would you say this?
• Use active voice?
• Include natural connectors?
• Avoid jargon?

Phase 4: Clear

• Specific verbs?
• Consistent terminology?
• Appropriate reading level?
• Unambiguous meaning?